Mitigate the risks and improve communication

In this next article we address some of the haulier communication issues and present some suggestions to mitigate the risks and improve communication with the hauliers’ transiting ports.

Lack of familiarity with rules and layout

• Issue: Drivers who are unfamiliar with the port’s rules, procedures, or layout are more likely to make navigation errors, miss critical safety signs, or inadvertently disrupt operations. They may not be aware of specific safety protocols or high-risk areas.
• Solution: Develop a quick, accessible induction process for hauliers. Use visual aids such as maps, symbols, and colour-coded guides for key areas (e.g., loading zones, no-entry areas). Digital tools like QR codes linking to port maps or video instructions could be placed at entry points, giving drivers immediate access to the information they need.

Language barriers

• Issue: Language barriers can hinder communication and increase the risk of misunderstanding instructions or safety guidelines. This is especially risky in time-sensitive or hazardous situations.
• Solution: Understand what languages are most commonly spoken by transiting hauliers and provide multilingual signage and written materials at key points, such as security gates and loading areas. Visual communication tools, like universally recognised symbols and pictograms, can help bridge language gaps. Additionally, use translation apps or provide radio communication support with staff trained in key languages where possible.

Limited knowledge of safety standards

• Issue: Hauliers visiting the port only once or infrequently may not be fully aware of the port’s specific safety expectations, including personal protective equipment (PPE) requirements, speed limits, or restricted zones.
• Solution: Implement a quick, standardised safety briefing for new or one-time visitors upon arrival. This can be done through digital kiosks, interactive videos, or handouts. Consider using badges or permits that clearly display completion of safety training for easy verification by port staff.

Difficulty in communicating changing instructions

• Issue: Giving new or changing instructions to hauliers who are unfamiliar with the port layout and language can lead to delays, especially if instructions are misunderstood or if radio communication is unavailable.
• Solution: Use a digital driver guidance system that provides clear, step-by-step directions based on GPS or RFID tracking, guiding drivers to designated loading, unloading, or waiting areas. Alternatively, simple instruction cards or digital display boards at key points can communicate where they need to go next.

Lack of familiarity with port technology and equipment

• Issue: Ports often use specific technology for logging arrivals, tracking loads, or handling shipments, which can be unfamiliar to one-time visitors, leading to confusion or errors.
• Solution: Create user-friendly, multilingual instructions for any port-specific technology (like logging systems or automated gates). Place easy-to-understand icons and guides on screens and terminals, and have staff on hand to assist where needed.

Inconsistent compliance with health and safety requirements

• Issue: Some hauliers may not have the same health and safety training or may lack experience in high-safety environments, which increases the risk of incidents.
• Solution: Create clear, simplified safety protocols for hauliers entering the port. Give them a brief orientation on critical health and safety standards, including PPE, vehicle operation requirements, and emergency procedures.

Challenges with emergency protocols and evacuation procedures

• Issue: Hauliers who are unfamiliar with emergency protocols may not know how to respond during a fire drill, accident, or other emergencies, creating additional risk for themselves and others.
• Solution: Upon entry, hauliers should receive an emergency information card (ideally in multiple languages) with clear visuals that cover evacuation routes, muster points, and emergency contact numbers. Display visual guides throughout the port for evacuation routes and procedures.

Potential for operational delays due to unfamiliarity

• Issue: One-time hauliers are more likely to miss loading schedules, park in incorrect areas, or cause congestion due to lack of familiarity, leading to operational delays.
• Solution: To streamline operations, assign a designated area where new or one-time hauliers can wait for a brief orientation or guide to be provided. Using a staging area with simple, clear directions on next steps can prevent congestion in main operational areas.

Liability and security concerns

• Issue: Hauliers unfamiliar with the port may not adhere to security protocols, such as identity verification or cargo checks, which poses a risk to both port security and liability.
• Solution: Ensure that security protocols are clear and easy to follow. Issue temporary ID badges that indicate the haulier has received necessary orientation and verification checks. Use visible, multilingual instructions for security checks and compliance steps at entry points.

By implementing these strategies, UK ports can effectively address the challenges presented by both one-time and frequent hauliers and ensure that operations remain safe, efficient, and compliant.

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